Project Database
List
Monthly
Bi-weekly
Weekly
Gantt
Colour by
Revisions
Workload
Pipeline
Performance
Clients
Documents
Team
Subconsultants
Profiles
Org Chart
Disciplines
Cost Rates
Resource Rates
Contacts
Library
Skills
Planning
Onboarding
Executive
Overview
By Project
By Discipline
By Member
Summary
Health
Receivables
Submissions
Monthly
Pipeline
About & Version
VA Project Tracker · Built for Valcarce Architects
Version
v2.242.1
Build date: 2026-05-20
Platform Features
A summary of what the VA Project Tracker can do. The full change history lives in the release log.
Project Database
- Central register of every project — categories, clients, disciplines, locations and contract details
- Rich project cards showing disciplines, the next milestone and overdue alerts
- Card, spreadsheet-style table (with column drag-to-fill) and map views of the same portfolio
- Construction tracking — contractor, supervision, permits, site dates and cost
- Fast search, filtering and grouping by category, client, discipline or status
Milestones & Schedules
- Milestone tracking per discipline and design stage
- Editable schedule grids with reusable milestone presets
- Auto-generate milestones from a project’s stages
- Clear status flow — pending, in review, approved, completed — with overdue detection
Dashboard
- A welcome view with the numbers that matter — active projects, overdue and due this week
- Deadline triage across Overdue, Due this week, Under review and Pending, grouped by project and discipline
- Live finance snapshot: fee position, invoiced vs collected and portfolio mix
- Gallery of active and provisional projects, a personal task list and a studio activity feed
- Personal notices — project assignments and change-review decisions stay pinned until dismissed
Finance & Fees
- Per-project fee breakdown — contract value, advances, billed and collected
- Valcarce scope vs sub-consultant split, with scope rates per GFA
- A unified Projects workspace with Active, Provisional, Completed and Unsuccessful views
- Portfolio grouped By Office, plus a Bidding pipeline for pre-award work
- 12-month cash-flow projection, per-project change orders, WIP and expense logs
- Collection-status, fee-source and invoiced-vs-paid charts
- Open any project inline to edit its fees and export a printable deliverables register
Invoicing
- Per-project invoicing across milestones and advances
- Firm-wide invoice register — one row per real invoice even when it spans several projects
- Payment terms per project with per-invoice override, and a days-past-due status ladder from Issued to Suspension-eligible
- Invoice Matrix that highlights ready-to-invoice and overdue amounts at a glance
- Reconciliation against the accountant’s export — read-only comparison with per-invoice match chips
- Store invoice PDFs and track paid dates; multi-currency, presented in AED with VAT handling
Clients (CRM)
- Client directory with status, sector, rating and per-client stats
- Contacts directory with photos — export any contact to vCard
- Relationship tracking with follow-up reminders that flow into your tasks and dashboard
- Prospect pipeline from first meeting to won, with a “needs attention” watchlist
- Pipeline reporting by stage and win/loss analysis
Achievements
- Awards, Events, Publications and Media registers with per-section categories, results and stats
- Photo cards in two art styles (Billboard / Tinted band) with adjustable cover framing and status colours
- Two-way linked entries across the four sections; project-linked cards jump straight to that project’s gallery
- Cards, Gallery, Calendar and List views — list rows copy as “(Year) Project | Title, Organizer, UAE”
- Type-aware event roles, multi-category award ceremonies, prizes received and a shared organizers database
- Photo galleries upload to the server file store with auto-named files; an achievements calendar tracks upcoming submissions
Message Templates
- Ready-to-send templates for email, LinkedIn, WhatsApp and cover letters — proposals, follow-ups, reminders, introductions and more
- Fill-in fields with tone variants; copy the finished text in one click
Timeline & Calendar
- Gantt-style timeline across all projects
- List, weekly, bi-weekly and monthly calendar views
- Colour by status, discipline or project
- Print and calendar (ICS) export
Reports & Management
- Management dashboard with the firm’s key figures (access-controlled)
- Fee-weighted completion beside the count basis, a Risk × Exposure table and per-project last-changed tracking
- Business documents register — trade license, VAT, insurance, rent / lease and other company records with expiry alerts
- Monthly and print-ready reports
Resources
- Team directory, roles and organisation chart
- Disciplines, cost rates and contacts
- Member × month allocation planning grid with overload flags; former members kept on historical work only
- Per-office rate cards and a variation-fee calculator
Access & Security
- Role-based access — Admin, Managing Director, Editor, Board and Viewer, with per-level page and edit grants
- Admin approval for every device — a new browser sees nothing until it is approved
- Optional change approval — edits by non-admin users wait in a review queue and stay private to their author until approved
- Sessions survive refreshes and end only on logout, a new build, server refusal or the optional idle auto-lock
- Encrypted local storage and secure logins; sync authenticates with a single shared passphrase
Data & Sync
- Automatic saving with delta cloud sync across devices — tiny pushes, changes arrive within seconds
- Sync Log records what every incoming sync changed on this device, captured before it applied
- Scheduled backups, dated server restore points and a restorable trash
- Import from JSON; export to Excel, CSV and calendar
Customization
- Light and dark mode, colour schemes and your firm logo
- Configurable categories, disciplines, offices, milestone presets and finance groups
- Sitemap editor — rename and reorder views, tabs and settings cards from one place
- Reusable fee-breakdown standards applied to any project
Server Files
A live replica of the folder tree sync.php keeps on your host (Projects/Files/…) — only folders that actually exist on the server, created by data uploaded from this platform. Click a file to preview it; Cmd/Ctrl-click selects several, Shift-click a range. Drag files from your computer onto a folder to upload them to the server — they register on the platform automatically based on where you drop them (Renders, Photos, Contracts, Plans, Documents). Deleting removes files from the SERVER through the signed tombstone channel (audit-logged) — devices keep their local copies.
Firm
Appearance
Projects
Clients (CRM)
Building Categories
Templates & Standards
Disciplines
Finance
Timeline
Security & Access
Operations
Server
Cloud & Deploy
Awards
File Naming
Navigation
Releases
Sync Log
Maps
Cards & Calendar
Exports
Milestones & Tasks
Team
Card Features
Data & Backups
Activity & History
Team Changes
Project Categories
Each Project Category holds one or more Project Types. In a project’s Edit form you pick the Type and its Category fills in automatically.
Sort
Project Standards Scenarios
Define standard scenarios per discipline. Each scenario sets default Value %, Payment-milestone % and Weeks for the stages up to its end stage. Cells beyond the end stage are greyed out.
Project Fee Breakdown
Define standard discipline lines — discipline, end stage and the Scope / Outsourced split. Apply them to a project from Finance → Overview → the project’s Fee Breakdown.
Project Deliverables Templates
Standard deliverable rows seeded into a project's Deliverables List (under its Fee Breakdown) for each discipline. Edits here apply to newly-added projects and to any discipline you "reset to template" in a project.
[Company]-[Project]-[Stage]-[DocType]-[Discipline]-[Space/Zone]-[SEQ]-[Revision]
Calendar Export
Send milestone deadlines to Outlook or Google Calendar as an .ics file. Invoicing & fee CSV exports live in Finance → Invoicing.
Data Health
Scans all projects for inconsistencies between fees, disciplines and invoicing — unallocated payment schedules, items recorded against disciplines without fee lines, conflicting invoice flags and similar drift. Read-only: nothing is changed.
Activity Log
A record of sign-ins and key changes (projects, team accounts, access levels), including edits made by every user. Newest first.
Recently Deleted
Deleted projects are kept here so you can restore them. Items are removed automatically after 30 days.
Login Password
Controls the main app login screen. Default: 654654654
Current Password
New Password
Confirm New Password
Encryption
Your data is not encrypted yet. Set a login password that is not the default to turn on encryption automatically.
Backups & Export
This card is the single place all backups are controlled from. Data restore points are filed on the server under Backup/YYYYMM/; live-site build backups under Backup/Builds/. Auto-backup keeps a rolling local set as well; export a JSON copy regularly for off-device safety.
Import & Restore
Restore a data restore point or a live-site build, or import a JSON export. Restores replace current data — the current state is backed up first.
Saved Backups — data restore points
Loading backups…
Live Site Builds — Backup/Builds/
Whole-app builds saved automatically before each publish. Restoring one changes the live website file for everyone — it does not touch your data.
Click "Load builds" to list the build backups on your server.
Overview
Projects
By Office
Invoice Matrix
Variations
Financial
Invoice List
Reconcile
Cash Flow
Active
Provisional
Completed
Unsuccessful
Pre-award pipeline — Bidding, Proposal and Competition projects.
Active projects only — fees, invoicing & fee-velocity for in-progress work.
Provisional projects — Proposal, Bidding and On Hold work in the pre-award pipeline.
Completed projects — Completed, Construction and Terminated work.
Unsuccessful projects — Unsuccessful, Regret and Strategic Bid pursuits.
Portfolio grouped by originating office — each office totals its contract fees.
Portfolio fees, invoicing & fee-velocity across all projects.